FLORIDA DEPARTMENT OF EDUCATION. Request for Application (RFA Entitlement)

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1 FLORIDA DEPARTMENT OF EDUCATION Request for Application (RFA Entitlement) Bureau / Office Division of Public Schools, Bureau of Exceptional Education and Student Services (BEESS) Program Name Grants to States, Individuals with Disabilities Education Act of 2004 (IDEA) Specific Funding Authorities Public Law , Individuals with Disabilities Education Act of 2004 (IDEA), Part B, Section 611, CFDA # A and IDEA, Part B, Preschool, Section 619, CFDA # A. Funding Purpose/Priorities To ensure that all children with disabilities, ages 3 through 21, have the right to a free appropriate public education designed to meet their individual needs and prepare them for employment and independent living. Funds shall be used to supplement the excess costs of providing special education and related services to students with disabilities. Type of Award Entitlement Total Funding Amount IDEA, Part B: $15,849, (see attached distributions by district/agency) Budget and Program Performance Period July 1, 2015 through June 30, 2016 Target Population Students with disabilities, ages 3 through 21 (IDEA, Part B) and ages 3 through 5 (IDEA, Part B, Preschool) Eligible Applicant(s) Florida school districts, university research schools, and other agencies providing educational programs and services to students with disabilities. 1

2 Application Due Date Tuesday July 1, 2015 This due date refers to the date of receipt in Grants Management. For Federal programs, the project effective date will be the date that the application is received within DOE meeting conditions for acceptance, or the date of receipt of the Federal Award Notification, whichever is later. For State programs, the project effective date will be no earlier than the effective date of the legislative appropriation, usually July 1. The ending date can be no later than June 30, of the fiscal year unless otherwise specified in statute or proviso. For an effective date of July 1, applicants must submit a completed application electronically on or before Wednesday, July 1, 2015, and mail a completed and signed DOE 100 form, which must be received in the Office of Grants Management (OGM) by close of business (5:00 p.m. EDT) on July 1, If either of these two items is received AFTER July 1, awards will become effective on the date for which the last item is received in the OGM, or the date of the award of federal funds by the U.S. Department of Education, whichever occurs later. Facsimile and submissions will not be accepted. Contact Person Program Director: Sue Wilkinson; (850) or sue.wilkinson@fldoe.org Assurances The Florida Department of Education has developed and implemented a document entitled, General Terms, Assurances and Conditions for Participation in Federal and State Programs, to comply with: 34 CFR of the Education Department General Administration Regulations (EDGAR) which requires local educational agencies to submit a common assurance for participation in federal programs funded by the U.S. Department of Education; applicable regulations of other Federal agencies; and State regulations and laws pertaining to the expenditure of state funds. In order to receive funding, applicants must have on file with the Department of Education, Office of the Comptroller, a signed statement by the agency head certifying applicant adherence to these General Assurances for Participation in State or Federal Programs. The complete text may be found at School Districts, Community Colleges, Universities and State Agencies The certification of adherence, currently on file with the Department of Education Comptroller s Office, shall remain in effect indefinitely. The certification does not need to be resubmitted with this application, unless a change occurs in federal or state law, or there are other changes in circumstances affecting a term, assurance, or condition. Private Colleges, Community-based Organizations, and Other Agencies 2

3 In order to complete requirements for funding, applicants must certify adherence to the General Terms, Assurances, and Conditions by submitting the certification of adherence page, signed by the agency head. Private colleges, Community and Faith-Based Organizations, and other non-public agencies must also submit: (1) A copy of the organization s current budget, (2) A list of the board of directors (3) Chart of Accounts (4) Proof of Eligibility to operate a business in Florida, and if available, (5) A copy of the institution or agency s most recent annual audit report prepared by an independent Certified Public Accountant licensed in this state. [These items must be submitted, with the application, prior to the issuance of a project award.] Funding Method CARDS - Cash Advance and Reporting of Disbursements System - Federal cash advances will be made by state warrant or electronic funds transfer (EFT) to a recipient for disbursements. For federally funded projects, requests for federal cash advance must be made on the CARDS - Cash Advance and Reporting of Disbursements System. If at times it is determined that disbursements are going to exceed the amount of cash on hand plus cash in transit, an on-line amendment can be made prior to the due date of the next Federal Cash Advance distribution on the CARDS System. Reimbursement with Performance Payment is rendered upon submission of documented allowable disbursements, plus documentation of completion of specified performance objectives. Advance Payment Upon receipt of the Project Award Notification, up to 25% of the total award may be advanced for the first payment period. To receive subsequent payments, at least 90% of amount advanced must be reported on the DOE 399 and supported by appropriate documents, including copies of invoices, timesheets, receipts, etc. Quarterly Advance to Public Entity For quarterly advances of non-federal funding to state agencies and local education agencies (LEAs) made in accordance within the authority of the General Appropriations Act. Disbursements must be documented and reported to DOE at the end of the project period. The recipient must have detailed documentation supporting all requests for advances and disbursements that are reported on the final DOE financial report. Other Payment made as specified under section 12, Terms and Special Conditions, of the Project Award Notification (DOE 200). All accounts, records, and other supporting documentation pertaining to all costs incurred shall be maintained for five years. Supporting documentation for expenditures is required for all funding methods. Examples of such documentation include but are not limited to: invoices with check numbers verifying payment, and/or bank statements; time and effort logs for staff, salary/benefits schedules for staff. All or any of which must be available upon request. 3

4 Executive Order The employment of unauthorized aliens by any contractor is considered a violation of Section 274A (e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract. In addition, pursuant to Executive Order 11-02, the Contractor will utilize the E-verify system established by the U.S. Department of Homeland Security to verify the employment eligibility of (a) all persons employed during the Contract term by the Contractor to perform employment duties within Florida; and, (b) all persons (including subcontractors) assigned by the Contractor to perform work pursuant to this Contract. Fiscal Requirements IDEA, Part B, funds shall be used for the excess costs directly attributable to programs that provide free appropriate public education (FAPE) to children with disabilities and meet the full educational opportunity goal for all children with disabilities through activities designed to increase the level, intensity, and quality of services provided to individual children with disabilities. IDEA, Part B, Preschool funds shall be used to support instruction in public or nonpublic school or day care programs or through cooperative efforts among school district and/or agencies. These funds must be directly attributable to the education of children with disabilities ages 3 through 5. Funds may also be used to provide services to 2-year old children with disabilities who will reach age 3 during the school year, so long as the district ensures provision of a free appropriate public education, as defined in IDEA, Part B. As required by Florida law, section , F.S., school districts must expend a minimum of 90% of the funds generated for exceptional student education programs through the Florida Education Finance Program (FEFP) for school-level costs aggregated for all such programs. In addition, such costs must be reported in accordance with requirements of this law, Florida Education Finance Act of 1973, and procedures defined in the Financial and program Cost Accounting and Reporting for Florida Schools, (Red Book ). Federal law requires compliance with maintenance of effort (MOE) by ensuring that the level of state and local expenditures for the education of children with disabilities is not reduced below the level of those expenditures for the preceding fiscal year. IDEA permits flexibility for districts to adjust their local fiscal efforts in certain fiscal years or reduce their MOE by replacing state and local funds by up to 50% of the increase in IDEA, Part B funds over the previous fiscal year. Districts planning to use this provision during the FY should consider the following: When calculating 50% of the increase, this applies ONLY to Part B funds, not Preschool funds. Districts required to set-aside Part B funds for CEIS for FY as a result of disproportionate data are prohibited from using this provision. Districts must receive from BEESS a Meets Requirements determination for the current year, in order to use this provision. The amount of local funds a district uses must be equal to the reduction in expenditures under the provision to carry out activities that could be supported with funds under Elementary and Secondary Education Act (ESEA), regardless of whether the district is using funds under the ESEA for those activities. 4

5 When this provision is used, MOE for future years is reduced consistent with the reduction taken, unless the district increases the amount of its state and local expenditures on its own. When a district seeks to reduce local MOE at the same time Part B funds are used voluntarily for Coordinated Early Intervening Services (CEIS), caution must be exercised as these provisions are interrelated. See further guidance provided on page 18 of this document. All funded projects and any amendments are subject to the procedures outlined in the Project Application and Amendment Procedures for Federal and State Programs (Green Book) and the General Assurances for Participation in Federal and State Programs, which may be accessed online at Current amendment request forms (DOE 150 and DOE 151) are also available online using ONE of the following links: or and selecting section B Project Amendments from the forms listed. Charges to federal projects for personnel 5

6 NARRATIVE SECTION Project Design-Narrative Support for Reading/Strategic Imperatives Incorporate one or more of the Areas of Focus included in Florida s Next Generation PreK-20 Education Strategic Plan. URL: Describe how the project will address the reading and math/science initiatives of the Department of Education. Just Read Florida URL: Math/Science Initiative URL: Reporting Outcomes Describe methods/strategies to be used to report outcomes and/or the status of project activities. For Federal Programs - General Education Provisions Act (GEPA) Provide a concise description of the process to ensure equitable access to, and participation of students, teachers, and other program beneficiaries with special needs. For details refer to URL: Equitable Services for Private School Participation In accordance with P.L , Title IX, Part E Uniform Provisions, Subpart 1, Section 9501, the applicant must provide a detailed plan of action for providing consultation for equitable services to private school children and teachers with the local education agency(ies) service area. For details, refer to URL: Conditions for Acceptance The requirements listed below must be met for applications to be considered for review: 1) Application is received in DOE within the timeframe specified by the RFA 2) Application includes required forms: DOE 100A or 100B Project Application Form and DOE Budget Narrative Form 3) All required forms must have the assigned TAPS Number included on the form 4) All required forms have original signatures by an authorized entity 5) Application must be submitted to: 6

7 Office of Grants Management. Department of Education, Office of Grants Management, 325 West Gaines Street, Room 332 Turlington Building, Tallahassee, Florida NOTE: Applications signed by officials other than the appropriate agency head identified above must have a letter signed by the agency head, or documentation citing action of the governing body delegating authority to the person to sign on behalf of said official. Attach the letter or documentation to the DOE 100A when the application is submitted. Method of Review 7

8 INSTRUCTIONS REQUEST FOR APPLICATION (RFA) Italics serve as instructions for the Program Administrator. The attached RFA Template to be completed according to instructions below. Bureau / Office Identify the bureau responsible for the program and the office that administers the program. Or use the appropriate term for the work entity, if other than bureau/office i.e. division, section, etc. Program Name Identify the common name of the program. Specific Funding Authority (ies) Specify the official title of the program and Federal and/or State Appropriation that correspond with the source of funds: For Federal programs, cite the Catalog for Domestic Assistance (CFDA) number, Public Law number and Federal Title, Part and Section. Ex. CFDA # P.L , IDEA, Part B, Section 611. For State funded programs, list the appropriate state authority, i.e General Appropriation Line Item # 110 and if applicable, the Catalog of State Financial Assistance (CFSA) number. Funding Purpose/Priorities Describe the purpose (for the use of funds) the applicants are to address. This should be a brief abstract reflecting the broad goals of the project. A detailed explanation of these intentions is to be included in the project design section of the RFA. Describe any priorities as specified by the funding authority i.e. focusing on a specific sub-group of the target population, etc. Include program-specific requirements, if any, as well as any restrictions, special terms or conditions required of the applicant. Type of Award Entitlement Total Funding Amount Identify the total funding for the project(s). If applicable, identify the range and/or an average-sized award, or the maximum amount one can expect to receive, and the estimated number of awards. Budget Period Identify the beginning (effective) and ending dates of the project. Typically this should be a 12 month period. For Federal programs, the project effective date will be the date that the application is received within DOE in substantially approvable form, or the effective date of the Federal Award Notification, whichever is later. Ending dates are more flexible; however, they should generally 8

9 parallel the ending date of the federal award, e.g. June 30, or September 30, as applicable. Entitlement programs should always end on June 30 th. For State programs, the project effective date will be no earlier than the effective date of the legislative appropriation, usually July 1. The ending date can be no later than June 30, of the fiscal year unless otherwise specified in statute or proviso. Program Performance Period If the project extends beyond one year: Indicate beginning and ending dates of the project. Describe the requirements for continued funding in the successive years, e.g. prior year s performance (approved by the program office), adherence to fiscal requirements and availability of future funding. Target Population Identify the group(s) for whom the proposed products/services will be designed and delivered. The target population should be consistent with the expressed purposes of the funding as delineated in Federal or State laws, rules, and regulations. Eligible Applicant(s) Identify the entities from which an application will be accepted. Application Due Date Provide the due date or timeframe that the application should be received by DOE; or, if applicable, use Upon receipt, or As soon as possible. When specifying a date, include the following verbiage: The due date refers to the date of receipt in Grants Management by the close of business on [date]. Facsimile and submissions will not be accepted. The established due date must provide adequate time for completion of the application by the eligible applicant(s). For Federal programs, the project effective date will be the date that the application is received within DOE meeting conditions for acceptance, or the date of receipt of the Federal Award Notification, whichever is later.. Contact Persons Identify the following two Department of Education contacts: 1) Program Administrator assigned to provide program information (technical support) to eligible applicants. 2) Grants Management staff within the office of Grants Management assigned to provide fiscal technical support to eligible applicants. Assurances Include required language (provided in the attached template) to certify the applicant s intent to adhere to the required General Assurances. 9

10 Depending upon applicable eligibility, i.e. school districts, community colleges, etc. or private colleges, CBOs, etc., use one or both statements provided in the attached template. Delete statements that do not apply. Include any programmatic assurances as attachments. Funding Method Select all applicable funding methods (utilizing verbiage provided in the attached template) that correspond with appropriate eligible applicants. Delete funding methods that do not apply. Fiscal Requirements Supporting documentation for expenditures must be retained. See prescribed verbiage on the attached template. For each program that requires an Allocation Schedule, i.e. (entitlement) attach this form. The form should include the Agency Number, Agency Name, Allocation Amount, and Method of Payment. List all allowable and non-allowable expenditures, any caps on expenditures, such as administrative cost limits or rules affecting indirect cost or any formulas to be employed in determining staffing, square footage, etc. Describe match requirements, if applicable. Describe the allowable means to provide cash and/or in-kind match. If a combination is permissible, specify any ratio requirements. Require the same level of specifics for grantee match as required for the granted funds. Notify all private non-profit applicants (including CBOs, FBOs, and other private non-profit entities) that prior to submission of invoice for payments, recipients of DOE grants are required to attend fiscal management training. Specify that applicants must complete a DOE 101 and provide any instructions about completion of that form that might be unique to that program. NARRATIVE SECTION Project Design - Narrative Based upon all relevant funding authority legislation, guidance, and requirements, clearly outline program expectations for the applicants. As applicable, include project need, objectives, activities, services to be delivered and the performance expectations/deliverables against which the program will be monitored. If there are special Terms and Conditions that need to be reflected in Block 12 of the DOE 200 Project Award Notification Form, please be sure that these are included in the instructions to the applicants and delineated to Grants Management staff. 10

11 Applicants must receive clear instructions on the content of the application narrative and at a minimum must be requested to provide: Baseline data against which performance will be measured. Given the expectations for the project, the applicant should identify the starting point from which progress will be measured; e.g., standardized test scores, needs assessment results, qualitative data (or in the absence of existing data, provide initial data collection plans). The project activities to be implemented. What will the applicant do and when will they do it, including as appropriate, products, training, and services? The plan to evaluate project outcomes both qualitatively and quantitatively. The project deliverables. Any other information that might be necessary to determine that the applicant can implement a successful program. Entitlement programs may modify these requirements as appropriate to their program requirements. Support for Reading/Strategic Imperatives Request a description of the applicant s plan for addressing reading and math/science initiatives and for incorporating one or more of the Florida State Board of Education (SBE) strategic imperatives into their project, utilizing required verbiage on the attached template. Reporting Outcomes Specify how recipients must report on progress and outcomes of the project and how the Department will monitor progress of the project in meeting performance expectations/completion of deliverables. If additional reporting is required by the funding authority, include the source and wording of the requirement. For Federal Programs - General Education Provisions Act (GEPA) In accordance with the requirements of Section 427 of the General Education Provisions Act (GEPA) Public Law , request that each applicant for Federal funding provide a concise description of the steps proposed to ensure equitable access to, and participation of students, teachers, and other program beneficiaries with special needs. Equitable Services for Private School Participation In accordance with P.L , Title IX, Part E Uniform Provisions, Subpart 1, Section 9501, the applicant must provide a detailed plan of action for providing consultation for equitable services to private school children and teachers with the local education agency(ies) service area. Conditions for Acceptance In addition to the required elements on the template; provide the number of originals and copies required. Describe any limits on page numbers and to which parts these apply minimum font-size, 11

12 and whether failure to meet these or any other requirements would result in the applicant s disqualification from consideration. List any additional forms or attachments required. Method of Review Describe criteria to be utilized in the review process and/or any technical reviews that will be conducted. It is often helpful to provide a checklist for applicants to use in completing their applications. 12